Global Excellence⏤data-driven project portfolios aligned with business strategy

Project Portfolio Optimizer⏤project workflow to drive achievement and optimize business value

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The Project Portfolio Optimizer uses an intuitive 3-Step workflow to propose, select and execute projects. The 3-Steps are realized using SharePoint data views (1-Pipeline , 2-Portfolio, 3-Completed) in combination with a SharePoint project form streamlined to facilitate efficient and effective workflow. The Project Portfolio Optimizer enables informed, value-based project selections aligned with available budget and resources—to realize visibility, accountability and project achievement.

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Project Form​

• A SharePoint form for project proposals provides a basis to consistently capture fundamental project information to make an informed, value-based decision aligned with available budget and resources.​ A SharePoint form provides a streamlined project workflow for efficiency and effectiveness, including:

  • Project Description​

  • Business Case

  • Project Team

  • Progress

  • Attachments

• Automate: Notifications for Escalations and Progress (% Complete)

Portfolio Data Views​

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• 1-Pipeline "What should we do?"⏤project selection based upon business case​

• Project Status​

  • Proposed Project

    • Project Details​

    • Business Case

  • Compare

    • Compare the business case value of each proposed projects relative other projects in the open project portfolio to see how it ranks by comparison. Select projects based upon each project's business case value to optimize portfolio business value.

    • Optimize financial values (IRR, NPV, PBK) balanced with risk ratings.

    • Align with business KPIs and leadership priorities.

    • Visualize project portfolio resource commitments to improve on-time, on-budget project delivery for all projects in the portfolio—confirm open project load is aligned with available resources.

    • Assure availability of project resources and make best use of limited resources.

    • Strategic: Guide strategic project selection aligned with leadership business strategy—globally 24x7.

  • Open

    • Select projects based upon each project's business case value relative to open projects and proposed project pipeline. Approved projects are moved to "Open" status and assigned project resources.​

  • Reviewed

    • A status of "Reviewed" means that the proposed project has been reviewed but remains in the pipeline for later consideration.​

  • On Hold

    • A project (previously Open) that has been put "On Hold" and placed back into the project Pipeline data view. It is common to have a few projects with On Hold status as resources (financial and people) are shifted to address new opportunities and higher priorities.​

    • Business Case: Select projects based upon each project's business case value relative to open projects and proposed project pipeline.​

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• 2-Portfolio | "Let's get it done"⏤project visibility, accountability and execution​

  • Open:  Approved projects that use department resources are moved to "Open" status.

  • Monitor: Projects that other departments are leading but require visibility/collaboration are moved to "Monitor" status.

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• 3-Completed | "Let's recognize achievements"⏤measurable success of project completion

  • Completed projects are highlighted in a data view to document achievements and measure business impact/success.

  • Upon project completion of key projects and achievements, there is an opportunity to recognize and highlight the efforts of all involved—project manager, core team, business owner and sponsor.

  • Even highly successful projects can be easily forgotten if they are not systematically tracked and documented in a readily accessible and visible project portfolio. For this reason, portfolio visibility provides employees with an incentive to participate in projects—every project is tracked—annual reviews are made easier by knowing "how did I improve the organization this year?" —as you complete each project, it is fully documented to provide evidence of excellence! ​​

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Resource Workload Optimizer⏤defining "what we do" as a department

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• Balance daily work vs. project work to address changing business priorities.

• Visualize the "availability baseline" for each employee by accounting for holidays, sick leave, PTO and family leave.

• View daily work categories for each department⏤"this is what we do"

• View employee work % in each daily work category⏤"this is what I do each day"

• View employee availability for project work (%, hours).

• Visualize peaks and valleys in demand for daily work and project resources.

• Improve financial budgeting to account for resource demand and project workloads.​Manage overall daily/project workload for each employee⏤"how full is your plate?"